Lifelong Learning Centre – Communities and Partnerships Privacy Notice
May 2025
This notice tells you how the Communities & Partnerships team at the University of Leeds will collect and process your personal data when you attend one of our activities either online, on-campus, in the community or where you are studying. The University is a “controller” of this personal data under UK Data Protection legislation.
If there is anything you are unclear about please email Sitara Akram, Head of Operations at the Lifelong Learning Centre: s.akram@leeds.ac.uk or email the Data Protection Officer at the University of Leeds: dpo@leeds.ac.uk.
Where we get your personal data from
From you
You will be asked to provide personal data when you enquire about the services or book an event via the Communities & Partnerships team. This may be face to face, over the telephone, at an event, via email or direct contact through our social media platforms. The personal data requested may also pertain to your attendance at an event organised by the University of Leeds Communities & Partnerships team. The personal data will likely include name, email address, postal address, ethnicity, disability, gender and previous education history.
From external sources
Where there is a lawful basis for us to collect or process your personal data from an external source it will be clear at the point of collection how your data will be processed.
The purposes for which we process your personal data and the lawful basis for that processing
The processing of your personal data, and your special category personal data (relating to your health and ethnicity) forms part of our task in the public interest to widen access to higher education.
We use your personal data, such as contact details, for the purpose of event organisation and for our work with groups that are under-represented in higher education (e.g. individuals who live in neighbourhoods where participation in higher education is low). We monitor ethnicity data to check how well we are reaching individuals from minoritised ethnic groups, who are also under-represented in higher education. We gather data on disability, access needs and/or special requirements participants might have to try to make our events accessible and inclusive.
We also use this data to keep track of the participant journey, for example, to see how many and what types of activities a participant has attended with us before they apply to study at university, and how many successful applications were made to the University of Leeds.
If you do not want your personal data to be used in the manner described, please email the Communities and Partnerships team: candp@leeds.ac.uk for your data to be deleted, although in some instances this might mean that you can no longer participate in the activities. Should we need to update you on information about your event or booking with us, we will do so using the details you have provided.
Marketing
If you opt in at the time of booking, your details will be added to our customer database for us to keep in touch with details of relevant upcoming courses/events. You can unsubscribe at any time.
How we keep this information secure
Personal data is stored in secure systems as follows: Microsoft SharePoint, university network drive and Microsoft Forms, in line with the University of Leeds information security policy.
Access will be restricted to those members of staff who need the data for administrative purposes like event organisation and reporting. We will only report using anonymised data from which you will not be identified.
Who we share your data with
We may make use of third-party software to manage data such as names and emails to aid with communications; any such software used will be compliant with UK Data Protection law. Once you attend one of our events, we may suggest referring you to another provider/partner. This will only be done following discussion with you and with your consent.
Data retention
We will retain your information on our secure servers for a maximum of 5 years to administrate future bookings. Note that all data is anonymised for reporting purposes to ensure that individual participants cannot be identified. If you wish to have your data deleted before this, please email the Communities and Partnerships team: candp@leeds.ac.uk. If you opt in to receive information from us at the time of booking, your details may be processed for a maximum of 5 years for marketing purposes of relevant services and events. You can unsubscribe at any time by clicking the 'Unsubscribe' option in the emails you receive from us.
Your duty to inform us of changes
Please keep us informed if the personal data you have provided to us needs to be updated: email the Communities and Partnerships team: candp@leeds.ac.uk.
Your rights as a data subject
Under Data Protection Law you have rights as a data subject in regard to the information that we hold about you, some of these will depend on the lawful basis for processing:
- to access data that we hold about you
- to rectify data about you if it is inaccurate
- to erase information about you that was collected with your Consent, under Contract, Vital Interests or Legitimate Interests
- to restrict the ways in which we process data about you
- to object to information we process about you under Public Task or Legitimate Interests
- to obtain an accessible and machine-readable copy of data we process about you under Consent or Contract
- not be subject to a decision based solely on automated decision-making under Vital Interests, Public Task or Legitimate Interests
- to lodge a complaint with a supervisory authority
Queries and complaints
If you have any queries or concerns relating to this privacy notice or the way your data is being processed then please email the Data Protection Officer at the University of Leeds: dpo@leeds.ac.uk.
You have a right to complain to the Information Commissioner’s Office about the way in which we process your personal data.
Information Commissioner’s Office
Wycliffe House
Water Ln
Wilmslow
SK9 5AF
Phone: 0303 123 1113